The best way to avoid goods that differ from the approved sample is to keep a sealed copy of that sample, describe it in a written specification, and inspect the bulk order against both before you pay the balance. Most differences come from quiet changes to the base metal, the plating thickness or the stone grade, made to save cost.
A sample alone is not a contract. Without a written specification and an agreed check, it is hard to prove what was promised.
Keep a sealed sample on each side
Ask for at least two approved samples of each design. One stays with you and one stays with the maker, both labelled, dated and signed or sealed. A third, held by your inspector in India, makes the pre-shipment check much easier.
Take clear photos of the approved sample against a plain background and a ruler, from the front, the back and the side. Note the weight of each piece.
Write down what makes the sample right
- Base metal, for example brass or a zinc alloy.
- Plating type, colour and agreed thickness, and whether an anti-tarnish coating is applied.
- Stone type, size, colour and setting method.
- Dimensions, length, weight and the allowed tolerance.
- Clasp, hook and finding types.
- Packing: per-piece bag, card or box, and the number of pieces per inner pack.
Check during and after production
For larger orders, ask for photos of the first finished pieces before the full run is plated. It is far cheaper to correct a problem at that point than after the whole lot is finished.
Before the balance is paid, inspect a random sample of the lot against the approved sample and the specification. Check colour side by side in daylight, weigh pieces, test clasps and look closely at stones. If you sell in a regulated market, send pieces from the bulk lot, not only the sample, for laboratory testing.
Agree what happens if it is wrong
Write into the purchase order that any change to materials, plating or stones needs your written approval, and that rejected pieces will be reworked or replaced at the maker's cost before shipment. This gives you a clear basis to hold the balance.
What this means for a buyer
Matching the sample is a process, not a promise. Creston & Co works for buyers only, for a fixed fee agreed in writing: we hold a counter-sample in India, inspect the bulk lot against it, have pieces tested at NABL-accredited labs and supervise packing. Ask for a free sourcing review.